Office Operations Coordinator

Description

The Office Operations Coordinator is responsible for supporting day-to-day office operations and providing administrative assistance across the business.

This position serves as a first point of contact for phones and visitors and assists with office facilities, scheduling, timekeeping support, and light accounting tasks under guidance.

This role is well-suited for someone who is dependable, organized, service-oriented, and interested in supporting professional office operations in a structured environment.

• Answer and route incoming phone calls promptly and professionally
• Greet visitors and manage guest check-in
• Receive, sort, and distribute mail and packages
• Serve as a primary point of contact for general office inquiries
• Maintain a welcoming, professional front desk experience at all times

• Maintain day-to-day office readiness, cleanliness, and organization
• Manage office supply levels, ordering, and restocking
• Coordinate with building management and vendors for maintenance and repairs
• Track facility issues and follow through to resolution
• Plan and coordinate in-office events, including ordering food, organizing employee engagement activities, and supporting office celebrations
• Support office safety and security procedures

• Provide general administrative assistance to teams as assigned
• Assist with document preparation, filing, and record maintenance
• Support meeting logistics, including room scheduling and basic setup
• Help with onboarding logistics such as workspace setup and badge coordination

• Assist with calendar scheduling and internal coordination
• Track recurring administrative tasks and deadlines
• Support meeting and event logistics when requested

• Prepare daily deposits for review or handoff
• Assist with time entry reconciliation under supervision
• Submit and track employee expense reports for review
• Support basic invoice and expense tracking tasks
• Maintain accurate administrative and financial records

• Follows documented procedures and checklists
• Works with regular guidance and supervision
• Learns internal systems, processes, and controls
• Escalates questions or issues promptly
• Demonstrates reliability, attention to detail, and professionalism

• 0–2 years of experience in an office, administrative, or customer service role
• Strong organizational skills and willingness to learn
• Comfortable with phones, scheduling, and in-person interaction
• Basic computer skills including email, calendars, and spreadsheets

• Prior experience in an office or front desk environment
• Exposure to basic administrative or accounting tasks
• Customer service or hospitality experience

This role provides opportunities to build foundational skills in office operations and administrative support. Additional responsibilities may be added over time based on performance and business needs.

• Fully in-person role during standard business hours, Mon-Fri 8am-5pm
• Regular sitting, standing, walking, and light lifting (office supplies, packages)

Koltiv helps businesses grow by delivering people-first IT services and custom solutions that turn complexity into clarity. We combine technical expertise with real-world understanding to build trusted partnerships in agriculture, manufacturing, and beyond. If you’re passionate about making lives better through innovative technology, Koltiv is the place for you.

• Human Experience – Serve people first
• Character – Do what’s right
• Problem Solving – Conquer with curiosity
• Ownership – Go all in

• 17 days PTO, seven holidays, two floating holidays, and bereavement time off
• 401K Safe Harbor (after one year)
• Comprehensive medical, vision, and dental
• Employer-paid life insurance and long-term disability
• Monthly cell phone stipend
• Entrepreneurial Operating System (EOS) framework for structured success

If you enjoy being the go-to support for a busy office, take pride in keeping things running smoothly, and want to grow in an operations-focused role, we’d love to hear from you.

Learn more about us at